Administrative Coordinator

Job Type

Full Time

Salary

Details: DOE

Published

07/26/2018

Address

San Francisco
California
United States

Description

Do you want your work to matter? Do you want to use your skills to make a difference, not just a living? Do you want to improve millions of lives, including your own? 

Living Goods works to reinvent how we improve the lives of the under-served. We think big, but operate small and nimble. We train community health workers to bring life-saving products and healthcare to people’s doorsteps. Products like medicines, fortified foods, and modern contraceptives. 

We also transform community health through mobile phones. We teach community health workers how to assess maternal and child health and treat common illnesses like pneumonia, malaria, malnutrition, and diarrhea. We also develop smart phone apps to guide community health worker visits and create predictive algorithms to make the best use of their time. And we test new tools like paperless referrals to clinics and biosensors to monitor infant and child growth.

At Living Goods, you will have the chance to apply your ideas and creativity at work every day. If you work well in a dynamic collaborative culture, set high standards, and meet challenges with determination and a sense of humor, you’ll thrive here at Living Goods.

 

Your Charge

Living Goods is expanding rapidly. Our growth is taking us to places we’ve never gone before. The US team doubled in the last year and we now have offices in San Francisco and Washington, DC. To help us get there, we’re looking for an administrative whiz to support to our US operations and members of our global Leadership team, including our CDO/US lead and CEO, who is based in East Africa.

As Administrative Coordinator, you will be in charge of making sure the US operations run smoothly. We are looking for someone to provide flawless administrative, logistical, and occasional research, editing, and writing support, all the while remaining flexible and responsive to our incredibly fast-paced environment.

Responsibilities range from arranging all logistics for board meetings to processing expense reports and wire transfers to managing logistics for high-level global meetings and events for LG’s leadership to ensuring all US staff have the supplies they need to do their jobs well. This role involves high levels of interaction with the Board of Directors, as well as the leadership team, partners and donors. This role requires comfort working across time zones and geographies.

This job is right for you if you are exceptionally organized, action-oriented, resourceful, and most of all, persistent. You are someone who dreams of being in the control room on a spaceship. Hyper organized and detail-oriented by nature. Multitasks with ease. Organizes calls and meetings with minimal guidance. Stays calm in a crisis. Approaches work with a spirit of “yes.” Epitomizes reliability. Works relentlessly to find solutions. Communicates with tact, discretion, and grace internally and externally. Your job is to support the whole and is integral to the team’s effectiveness and ability to fulfill our mission.

 

Your responsibilities

Executive Support

Provide administrative support to the CDO/US lead, including scheduling, signatures and approvals, and travel logistics.

Support the CEO for all US-based work and travel.

  • Work with the CDO and business development team to schedule all donor meetings.
  • Serve as the primary logistics person for the Board of Directors. Oversee calendar of meetings and organize planning for in-person and virtual Board meetings, including booking venue, travel, accommodations, visas, and expense tracking.
  • Offer occasional administrative assistance to other members of the team. 

SF Office Coordination

  • Answer the main phone line and info email address. Screen, direct, and/or respond to all inquiries.
  • Support additional administrative needs of office (faxing, mailing, PDFs, supplies, etc.) and ensure all systems work effectively (internet, phones, Box, etc.).
  • Coordinate internal meetings and support external meeting logistics in the SF office.
  • Track and plan acknowledgement of birthdays, work anniversaries, and other key staff milestones.

General Finance & Administration 

  • Support the Accountant with basic bookkeeping functions, including sending wire transfers, approving invoices and payments, processing expense reports, etc.
  • Manage US offices purchasing & procurement, credit card processing, and expenses.
  • Manage third party services and vendors as required
  • Mange all organizational documents and files 

Special Projects and Senior Staff Support 

  • Coordinate high-level global meetings, events and conferences, including scheduling and travel.
  • Undertake key projects at the request of the CDO/US lead, e.g. organizing staff off sites, researching and securing new external vendors, and producing new organizational documents and materials.
  • Provide occasional research, writing and editing support.

Human Resources

  • Provide administrative support throughout the recruitment process with a focus on scheduling interviews with candidates.
  • Maintain paper and electronic HR files.

 

Your Background

  • Experience and education. You have at least 1 year of experience in a fast-paced working environment directly supporting senior managers/executives. Experience working in a dynamic and fast paced environment is essential.
  • People and info junkie. Once you join an organization you become a sponge, soaking up information quickly. You enjoy getting to learn the inner workings of an organization and meeting and getting to know employees at all levels. 
  • Discretion.  You are a consummate professional. You have an intuitive feel for sensitive situations and you respect confidentiality.
  • Organizational skills. People can rely on you because you are good at keeping calendars and timelines. You keep a tight ship and up to date to-do lists.
  • Tech savvy. You bring a high degree of fluency in Word, PowerPoint, Excel, Outlook, Box, and CRM systems like Salesforce or Microsoft Dynamics.
  • Process and systems thinker. You have an eye for creating efficient processes and enjoy maintaining systems to ensure teams work effectively.
  • Planner. You have a record planning meetings and events. You proactively check your work and like to get the details right.
  • Multitasks. You’re able to juggle multiple tasks at once while ‘staying calm and carrying on.’ You think strategically, handle ambiguity and work well in a multicultural environment.
  • Deft communicator. Your written and verbal communications demonstrate both clarity of thought, analysis and sensitivity to audience and context.
  • Mission driven. You have a strong interest in and commitment to international development and/or global health. Experience working for an international organization is preferred.

 

Compensation

A competitive salary and benefits package commensurate with experience including health insurance and bonus opportunity. The opportunity to be your best while making lives better for those in need.

Living Goods is an equal opportunity employer and will consider every qualified applicant for employment. Living Goods does not discriminate based on race, ethnicity, national origin, ancestry, religion, gender, sexual orientation or disability.

Our current job openings are displayed on our website, where you can search for open positions and apply directly. Living Goods does not offer any positions without an interview and never asks candidates for money. If you are asked for money, we strongly recommend that you do not respond and do not send money or personal information.


Professional Level

None specified

Minimum Education Required

4-year degree


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